The University of South Africa invites suitably qualified suppliers to participate in a Expression of Interest to provide the University with Medical Scheme Healthcare Consultant Services Specification Document Tender Ref. No: EOI2017/07 Date of Issue: 10 September 2017 1
Table of contents 1. Overview 2. Proprietary and Confidential Information 3. Dealing with the University of South Africa 4. Compulsory Registration and Admittance to the Public Tender Information Session 5. Mandatory Requirement 6. Other Requirements 7. Pricing 8. Tender Submission and Closing Date of Tender Submissions 9. Sub-Contracting 10. Joint Arrangements 11. Tender Specifications 2
1. OVERVIEW 1.1 The University of South Africa currently has three different Medical Schemes namely: 1.1.1 Bestmed; 1.1.2 Bonitas; and 1.1.3 Discovery Health. 1.2 The membership per medical scheme is as follows: 1.2.1 Bestmed 1311 1.2.2 Bonitas 1073 1.2.3 Discovery - 1781 1.3 An intermediary currently performs the administration, claims, options changes etc. of these medical schemes. 2. PROPRIETARY AND CONFIDENTIAL INFORMATION All material submitted in response to this tender shall become the property of Unisa. Any confidential information provided by a supplier in response to this Tender will be held in confidence and will only be used for the evaluation of this tender. 3. DEALING WITH THE UNIVERSITY OF SOUTH AFRICA Suppliers must not contact any member of Unisa with respect to queries they may have with this tender. A compulsory information session will be held during which it is expected that any queries raised, will be answered. The Tenderer shall not disclose any such information or specification, whether explicit or implied, to any third party without the written consent from Unisa. 4. COMPULSORY REGISTRATION AND ADMITTANCE TO THE PUBLIC TENDER INFORMATION SESSION A non-refundable tender registration fee of R700.00 is payable by credit or debit card at the registration session. No cash payments will be accepted. Prospective tenderers must read the tender specification and bring a copy to the information session. Only service provider representatives who are senior members of a relevant business unit, or are member(s) of the team responsible for tender responses, will be permitted to attend the compulsory Information session. 3
Registration Date: 19 September 2017 Registration Time: Venue: 09h30 to 10h00 (Latecomers will not be admitted) Senate Hall, Theo van Wijk Building, Preller Street, Muckleneuk Campus, Muckleneuk Ridge, Pretoria The above-mentioned time frames must be strictly adhered to; latecomers will not be registered and admitted to the information session. The information session will commence immediately after registration. The original and a copy of the sealed tenders must be submitted into the official tender box located in the O R Tambo Administration Building, room 5-15, Pretoria Campus, Preller Street, Muckleneuk Ridge. Please quote the tender reference number EOI 2017/07 on the sealed envelope. Closing date: 29 September 2017 @ 12:00 The tender awarded will be conditional and subject to successful negotiations and the signing of a written contract, failing which Unisa reserves the right to withdraw the tender and award the same to the next tenderer without having to repeat the tender process. Unisa reserves the right to appoint, contract with and monitor the performance of any service provider it deems will offer the best service in line with its requirements, although it may not necessarily be the lowest Tenderer. Unisa also reserves the right, in its sole discretion, to re-advertise, not to retender or not to award the tender. Late submitted tenders will not be considered. Points will be awarded for Broad-Based Black Economic Empowerment. The decision of the Unisa Closed Tender Committee on awarding a tender is final. 5. MANDATORY REQUIREMENTS The following documentation must be submitted, failure to comply and submit any one of the documents will disqualify the submission: Mandatory requirements will include the following and must be labelled and submitted in the following order: Annexure A1: Proof of attendance of compulsory information session. (Attach a copy of the registration form received at the session.) Annexure A2: Completed and signed Supplier List Application Form (F25). (www.unisa.ac.za/tenders) Annexure A3: Resolution to sign on behalf of the tendering unit. (www.unisa.ac.za/tenders) 4
Annexure A4: Current and valid original SARS Clearance Certificate or efiling SARS certificate Annexure A5: Copy of company registration documents indicating list of shareholders/members from CIPC / CIPRO. Annexure A6: Minimum of three recent (not older than three years) contactable references from customers to which the tenderer has provided or is providing goods/services that are substantially similar to the goods/service required. Annexure A7: Proof of registration with Council for Medical Schemes. Annexure A8: Proof of registration with Financial Services Board. Annexure A9: Terms and conditions of Unisa. (www.unisa.ac.za/tenders) Note: All documents submitted in support of this tender must be the documents of the tendering unit and may not pertain to different companies or units within a group. As an example, a tenderer cannot submit its own B-BBEE certificate, but the SARS certificate of its holding company. 6. OTHER REQUIREMENTS Supplier documents and information Annexure B1: A valid B-BBEE certificate or proof of exemption from an accredited SANAS/IRBA verification agency/auditor. An affidavit certifying their total annual income and level of black ownership will be sufficient for EMEs and QSEs. Failure to submit the above will result in a zero score for B-BBEE. 7. PRICING There are no cost implications for Unisa and employees. The compensation of the successful tenderer shall be as per the provisions of the Medical Aid Scheme Act, 1998 Act No.131 of 1998. A maximum amount payable in a given year in respect of the performance of services relating to the introduction of a member to a medical scheme by any number of brokers shall not exceed 3% plus value added tax (VAT) of contributions payable in respect of members introduced by such brokers during that year. 8. TENDER SUBMISSION AND CLOSING DATE The required documents must be submitted in one sealed envelope marked with the tender reference number EOI2017/07 and include the following: File 1: File 2: All mandatory requirements Response to tender (must not include or make reference to any pricing) 5
The above must be submitted into the official tender box located in the O R Tambo Administration Building, Room 5-15, Muckleneuk Campus, Preller Street, Muckleneuk Ridge, Pretoria. Closing date: 29 September 2017 @ 12:00 Tenders submitted late will not be considered. Points will be awarded for Broad-Based Black Economic Empowerment. The decision of the UNISA Close Tender Committee on awarding a tender is final. Unisa reserves the right to appoint, contract with and monitor the performance of any service provider it deems will offer the best service in line with its requirements, although it may not necessarily be the lowest Tenderer. Unisa also reserves the right, in its sole discretion, to re-advertise, not to retender or not to award the tender. The tender awarded will be conditional and subject to successful negotiations and signing of a written contract, failing which Unisa reserves the right to withdraw the tender and to award the tender to another Tenderer without repeating the process. 9. SUB-CONTRACTING The tenderer and/or the contract, or any portion thereof, or any share or interest therein, may not be transferred, assigned or granted to any other company without the specific written permission and conditions of the University. 10. JOINT ARRANGEMENTS The University of South Africa will accept joint venture proposals on condition that the following is adhered to: a) In case of a joint venture All mandatory requirements and non-mandatory documents must be in the name of the joint venture entity (separate entity established for this purpose) b) In case of a joint agreement joint operation partners must each submit their own mandatory requirements the joint operation agreement must be signed by all participating parties. 11. TENDER SPECIFICATION The following provides the minimum information required to be contained in the tender. All the aspects must be addressed and a project plan with time frames should be incorporated on how the service will be established and rolled out within Unisa. There 6
should also be an indication on what levels of service can be expected in terms of turnaround times for the various functions to be performed. 11.1 The Medical Scheme Healthcare Consultant must be able to provide the required services country wide at the following regions/centres. As a minimum there should be a full time/permanent staff compliment at the Muckleneuk campus Mondays to Fridays from 7h45-16h00. Pretoria (Muckleneuk) Pretoria (Sunnyside campus) Florida Daveyton Johannesburg Durban Pietermaritzburg Newcastle Richards bay Wild Coast Parow East Mangaung Polokwane Rustenburg East London Port Elizabeth Mthatha Mbombela 11.2 The following services will have to be performed by the Healthcare Consultant: 11.2.1 Advice and query-handling Provide accurate, comprehensive information on the benefits, costs, advantages and disadvantages of the various options included in each of the medical schemes to the following categories of members: new employees; existing employees who are interested in making changes to their option and/or medical scheme; and retirees of the University who still belong to medical schemes subsidised by the University. Provide advice to individual employees with regards to the option and/or medical scheme which would best suit the employee s needs. Handle all employees and retirees telephonic/written medical scheme queries (e.g. regarding unpaid medical aid bills, etc.) and act as champion on the employees behalf. 7
11.2.2 Application forms and claims Submission and tracking of application forms. Ensure completeness of applications. Provide membership cards to employees upon becoming a member and when changes occur in terms of dependents. Collect and/or ensure the collection of any original medical scheme documentation submitted to the Department of Human Resources or posted in the medical scheme mailboxes on a daily basis. This may include documents such as: Application forms; Addition or termination of dependants; Applications for chronic cover; Claims; etc. Receive and process all medical scheme claims and general administrative queries within a specific turnaround time within a high standard of service. Assisting members where difficulties are encountered as regards to the admission of claims. 11.2.3 Accessibility, availability and visibility Ensure full time availability of not less than three Healthcare Consultants at the Muckleneuk Campus on working days to personally address queries by employees. Accessibility must be between 07H45-16H00 in line with the Conditions of Employment of the University. Ensure that a representative of the Healthcare Consultant visits Florida Campus weekly to personally address queries by employees. Accessibility must be between 07H45-16H00 in line with the Conditions of Employment of the University. Ensure that a representative of the Healthcare Consultant visits each Regional Office quarterly to personally address queries by employees. Accessibility must be between 07H45-16H00 in line with the Conditions of Employment of the University. Ensure that the Healthcare Consultants contact details are available to employees and is maintained electronically. Ensure that a brochure, information leaflets, forms, etc. for each of the medical schemes is available. 11.2.4 Year-end revisions Liaise with the medical schemes to ensure that there are annual information sessions by each of the medical schemes. Brief the Human Resource Practitioners on the medical scheme options, benefits, premiums and changes for the following year. 8
Collect from the medical schemes the new brochures for the following year and avail it to employees. Communicate changes made by employees to the relevant medical schemes. Provide the changes to the Department : Human Resources for capturing on the Oracle system. Provide annual reports regarding medical schemes performances and trends. Assist in the planning and co-ordination of Employee Health and Wellness Days. Update Unisa with respect to changes in medical scheme legislation, latest developments in the medical aid field nationally and internationally, best practices in the medical aid field and table proactive recommendations to allow members to exploit the potential of the Healthcare Consultant. Provide comparative medical scheme advice to ensure that both the employer and the employees get the most appropriate medical scheme(s). 9
11.2.5 Billing EVALUATION CRITERIA Assist with the solution of any problems relating to the monthly medical scheme billing. Monthly reconciliations of contributions to the medical schemes in conjunction with the Section : Salary Administration of the University and facilitate the resolution of discrepancies. CRITERIA POINTS 1. Administrative procedures and processes 30 2. Quality, experience, technical expertise, deliverables and service level requirements 70 Total 100 10